Senior School Administration

**THE POSITION**

We have an exciting opportunity for an enthusiastic, efficient, and organised individual to join the School’s Office Team. The role would be ideal for someone with excellent organisational and communication skills that is also able to negotiate with suppliers. This is a varied role which will be suited to a proactive individual who can be adaptable to the changing requirements of the School Office and receptions, on a daily basis.

This is a key role in the Operational Staff Team which coordinates the ebbs and flows in the office work and ensure people get time for training and development. Ideally this also allow us to create a structure that means each person has a natural 'second' to help with cover and collaboration when needed, and to empower each individual / sub team to take ownership of their area of responsibilities and develop it.

**THE SCHOOL**

Thomas Horsley, the original settlor of the Royal Grammar School Newcastle (RGS) pledged his legacy to the School in 1525. Almost 500 years later, RGS continues to flourish as the premier independent school in the North East of England and as one of the country's leading schools.

In 2023, RGS was named overall ‘Independent School of the Year’ in The Telegraph Group’s national awards. RGS also consistently tops the region’s academic league tables and was awarded the Sunday Times’ 2024 North East's Top Independent Secondary School, both the overall winner and for Academic Performance. While we pride ourselves on academic excellence, we are just as well known for our high level of pastoral support, involvement in a wide range of sports and other co-curricular activities, and our commitment to bursaries and partnerships.

RGS is fully co-educational with over 1,300 students aged 7-18 years (Years 3 to 13) and our academically selective places are highly coveted. We have more than 250 students in the Junior School, which shares the same outstanding site as the Senior School. Our Sixth Form is one of the largest in the independent sector with more than 340 students.

The school is based in the heart of the City, immediately opposite Jesmond Metro station and our excellent transport links attract students from far and wide. The school occupies over 30 acres of land and has state-of-the-art facilities, including a 25m swimming pool, two Sports Halls, five new art studios, a new library, a new Sixth Form Centre, a Performing Arts Centre with professional-standard theatre, several outdoor football/rugby pitches, an artificial turf pitch and the former County Cricket Ground.

RGS is a special place, known and respected throughout the whole country as well as the North East. It's a place where aspirations are high, results are outstanding, and opportunities are endless. Our students go on to study highly selective courses at the most sought-after universities, but also leave the school realising that life outside the classroom has been equally beneficial.

**MAIN DUTIES AND RESPONSIBILITIES**

Reporting to the Deputy Head, the Senior School Administration and Procurement Coordinator’s overall responsibilities will include:

- Working with the various staff who have responsibility in this area, ensure the smooth running of the various School Receptions.
- Lead general Senior School administration activities and monitor efficiency.
- Directly line manage a proportion of the Senior School office team (three colleagues currently)
- Coordinating the buying for the school, across multiple departments.

**SPECIFIC TASKS**

**Procurement**
- Responsible for the development and implementation of the procurement plan to ensure all procured goods, works or services are within the approved budget.
- Managing the supplier and stakeholder relationships and negotiating supplier agreements.
- Produce an approved supplier list and spend analysis by department.
- Ensure resolution of issues related to vendor performance in delivery of goods and services.
- Negotiate with suppliers on behalf of the School to obtain the best possible purchasing terms and condition.
- Ensure ongoing monitoring and evaluation of vendors through supplier performance metrics and proactive management of the results.
- Ensure best practice frameworks are in place to deliver value for money and be able to identify and secure savings for the school across a number of areas of expenditure.

**Senior School Administration and Organisation**
- Coordinating general Senior School administration activities and making sure the administration office function runs smoothly as a focal point for students, staff, and parents.
- Ensuring the School Office and Receptions are staffed in term time and school holidays.
- Ensuring a high standard of service to visitors, pupils and staff.
- Ensuring the telephone is answered in an appropriate manner and all messages are dealt with to an agreed standard.
- Coordinating the delegation of admin tasks across the administration office team, and the wi